Handbook of Operating Procedures 2-2110 (Interim)

Consultation in Selection of Key Administrative Officials



Effective September 12, 2025
Executive Sponsor: Executive Vice President and Provost
Policy Owner: Senior Vice Provost for Faculty Affairs

 

  1. Policy Statement

The University of Texas at Austin endorses the principle of reasonable consultation with campus stakeholders such as, when appropriate, faculty, staff, and students in the selection of Key Administrative Officials. The consultative process should be implemented to ensure decision making that promotes efficiency, accountability, and responsiveness to state priorities, workforce needs, and the institution’s mission.

 

  1. Reason for Policy

This Policy promotes the University’s ability to be nimble in the competitive hiring market while allowing flexibility to adapt and continuously improve its processes to hire best-in-class candidates. It also outlines parameters regarding the general principle of reasonable consultation in the selection of Key Administrative Officials.
 

  1. Scope & Audience

This Policy applies to faculty, students, staff, and administrators participating in the consultative process and related activities.

 

  1. Definitions (specific to this policy)

Consultative Committee:

A committee appointed by the President, or designee, that will assist with assigned functions in the hiring process of Key Administrative Officials. Use of this committee may constitute the consultative process to include faculty, staff, students, and other stakeholder input. 

Key Administrative Official(s):

Executive vice president and provost, vice president for research, dean of the graduate school, deans of established schools and colleges, and deans of new schools and colleges

Alternative Consultative Option:

A flexible method used by executive administrative leadership to gather input from various stakeholders in the hiring process of Key Administrative Officials. This approach may vary with each use and be uniquely tailored to the circumstance at hand. Use of this option may constitute the consultative process to include faculty, staff, student, and other stakeholder input.
 

  1. Website (for policy)

https://secure4.compliancebridge.com/utexas/public/getdoc.php?file=2-2110
 

  1. Contacts

CONTACT

DETAILS

WEB

Office of the Executive Vice President and Provost

Phone: 512-471-4363

Website:

http://www.utexas.edu/provost
 
 
  1. Responsibilities & Procedures

 

  1. General Provisions
  1. Presidential Responsibility and Discretion.
State law requires the President, or designee, to make decisions in a manner that promotes efficiency, accountability, and responsiveness to state priorities, workforce needs, and the University’s mission. The President, or designee, maintains discretion to determine the appropriate method for consulting with faculty, staff, students, and other stakeholders in the selection of Key Administrative Officials.  This discretion includes when and whether to convene a Consultative Committee and when to pursue an Alternative Consultative Option to assist with functions related to the hiring process for Key Administrative Officials. The President, or designee, shall prioritize the best interest of the University in exercising this discretion.
  1. Consultation Parameters
The President, or designee, may issue a charge to any Consultative Committee, or individuals participating via an Alternative Consultative Option, to define the scope of the committee or individuals’ responsibilities and the manner of work. This may include direction regarding recommending nominees for an open position, reviewing applications, participating in interviews, assessing qualifications, and other specific tasks as charged by the authority convening the process. Consultative input is advisory in nature. The consultative process may not be used to obstruct, delay or undermine necessary institutional action or serve as a mechanism for advancing ideological or political agendas. 
  1. Presidential Prerogative
The President, or designee, is responsible for executing the duties of the office and shall not be bound by recommendations from any Consultative Committee or participants in an Alternative Consultative Option. At all times, including throughout an ongoing process, the President, or designee, may invoke a different procedure for selecting the official, as the President, or designee, deems appropriate.
 
  1. Composition of Consultative Committees and Alternative Consultative Option.
 
  1. The composition of a committee or other consultative option may vary based on the University’s needs, the position vacancy, and the specific circumstances related to competitive hiring. Composition should allow for input from faculty, staff, students, alumni, and other stakeholders.
  1. Ineligibility for Service
At the time participants are selected and throughout service in the consultative process, any person who meets any of the following criteria is not eligible for consideration for service in the process. The participant is:
  1. unable to commit to the required amount of time to participate in the consultation process;
  2. subject to temporary or permanent adjustments to work/academic responsibilities because of a disciplinary outcome or interim measure; or
  3. is deemed to have an actual or perceived conflict of interest such that their participation creates the opportunity for their personal gain or advantage or will undermine the efficacy of the process. 
The existence of a conflict of interest under subsection VII(B)(2)(c) of this section shall be made by a three-person delegation appointed by the President, or designee, in consultation with the Office of the Vice President for Legal Affairs. Eligibility determinations by the three-person delegation are final and not appealable and cannot be grieved.  When possible, the determination should be made prior to the committee selection process beginning, but may be made at any time, as necessary.

 

  1. Initiating the Consultative Process and Filling Vacancies
  1. The President, or designee, may initiate the selected consultative process  as early as is convenient.
  1. A member of the consultative process shall withdraw from the process, whether serving as a committee member or other participant, in any instance where the person is under serious consideration for appointment to the position being filled. 
  1. A member of the consultative process shall report to the President, or designee, any change in circumstance that may make them ineligible for service in the process, as described in this Policy, or otherwise when not available for service.  The President, or designee, shall notify the three-person delegation immediately so that the delegation may perform the necessary eligibility determination.
  1. The President, or designee, maintains discretion regarding whether to fill the vacancy from a participant’s withdrawal.

 

  1. Forms & Tools

None 
 

  1. Frequently Asked Questions

None
 

  1. Related Information

HOP 2-2130 - Evaluation of Deans of Colleges and Schools

Board of Regents’ Rule 20102 – Appointment of Institutional Administrative Officers
 

  1. History

Modified: September 12, 2025 (Interim)

Modified: February, 21, 2024
        Editorial revisions: July 10, 2024
        Next scheduled review date: February 2027

Origination date: April 27, 1988

Previously HOP 2.4